Workplace Experience Coordinator, Front Reception

The Sage Group; New York (NY); On-site; USD 112,000 - 150,000; Full time

Job summary

The Sage Group in New York seeks a Workplace Experience Coordinator, Front Reception to be the first point of contact for guests, visitors, and employees at our headquarters. This on-site role involves greeting, check-in, directing traffic, and supporting the broader hospitality team.

You will assist with scheduling, space upkeep, event setup, and programming across the EBC and Wellness Center; the ideal candidate has front desk or hospitality experience, stays calm under pressure, and

Qualifications

• 2-3 years of experience at a front desk, reception, concierge, or similar guest-facing role in workplace operations, hospitality, or customer service
• Bachelor's degree or equivalent experience preferred
• Ability to lift 25 pounds repeatedly and stand at least 3 hours per day
• Demonstrates warmth, professionalism, and strong communication with hosts, security, facilities, and leadership

Responsibilities

• Front reception and guest support: staff the front desk, greet and check in arrivals, issue visitor badges, escort guests to rooms
• Traffic coordination: manage daily flow, track arrivals, handle deliveries, field inquiries
• Guest support: offer beverages, provide directions, assist with Wi‑Fi and meeting needs
• Scheduling support: assist with meeting and event scheduling with Workplace Experience Lead and admin teams
• Space & facility upkeep: walk-throughs, reset rooms, restock supplies, support cleanliness with Facilities
• Event support: room setup/breakdown, ensure technologies & amenities are configured
• Program assistance: support Experience Enrichment programming, registrations, and check-in
• Administrative support: maintain visitor logs and daily front desk notes, prepare monthly reports

Skills

Front desk / reception experience

Hospitality-focused service

Customer service oriented

Communication skills

Stays calm under pressure

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Office / Google Workspace

Visitor management system

Scheduling software

Job description

Workplace Experience Coordinator, Front Reception

Contract, 6 Mo | On-Site, New York | $95/hour

Job Description

On behalf of our client, we are hiring a Workplace Experience Coordinator, Front Reception to join as the first point of contact for guests, visitors, and employees arriving at our client’s headquarters.

Based at the front desk of our client’s Executive Business Center (EBC), you will greet and check in every guest, direct the flow of visitors, deliveries, and meeting traffic throughout the day, and make sure everyone who walks in feels well cared for.

From that home base you will also support the broader hospitality team with scheduling, space upkeep, event setup, and programming across the EBC and Wellness Center.

The ideal candidate has front desk, reception, or hospitality experience, is comfortable staying calm and organized when several people need something at once, and brings genuine warmth and attention to detail to a busy, visitor-facing role.

This is an on-site, front-of-house role. Candidates must be able to lift and carry up to 25 pounds repeatedly throughout a shift (e.g., packages, cases of beverages, chairs, and event supplies), remain on their feet for at least 3 hours per day while greeting guests, escorting visitors, and resetting spaces, and move throughout the building regularly, including walking between the front desk, meeting rooms, and amenity spaces.

Key responsibilities

Front reception and guest support

• Front Reception: Staff the EBC front desk as the primary point of contact for
• guests and visitors. Greet and check in arrivals, issue visitor badges, notify
• hosts, and escort or direct guests to the right meeting room, restroom, or
• amenity space
• Traffic Coordination: Manage the day-to-day flow of the space: track who is
• expected and when, keep arrivals moving during back-to-back meetings,
• receive and route deliveries and packages, field front desk phone and email
• inquiries, and flag anything unusual to the Workplace Experience Lead or
• Security
• Guest Support: Anticipate and take care of guests throughout their visit: offer
• beverages, provide directions and local recommendations, help with Wi‑Fi
• and other basic needs, and check in on meetings in progress so guests are
• comfortable from arrival to departure

Hospitality team support

• Scheduling Support: Assist with scheduling coordination for business meetings and events, working closely with the Workplace Experience Lead and Administrative teams to help resolve conflicts and keep the day's calendar running smoothly
• Space & Facility Upkeep: Perform regular walk-throughs of the reception area, meeting rooms, and amenity spaces between visits, resetting rooms, restocking supplies, and partnering with the Facilities team on cleanliness and maintenance needs as they come up
• Event Support: Assist with room setup and breakdown according to specifications, ensuring all technology, furniture, and amenities are properly configured
• Program Assistance: Support Experience Enrichment programming by helping with classroom setup, registration, and check-in
• Administrative Support: Keep the visitor log and daily front desk notes current, and help the Workplace Experience Lead organize information for monthly reports
• 2-3 years of experience at a front desk, reception, concierge, or similar guest-facing role in workplace operations, hospitality, or customer service
• We require at least a Bachelor's degree in a related field or equivalent experience.
• Enjoys being the first face people see and takes pride in warm, consistent service that reflects company values
• Stays calm and organized when several guests, calls, and deliveries arrive at once, and can prioritize on the fly without letting anything drop
• Interacts professionally and discreetly with executives, VIP guests, vendors, and employees
• Dependable about desk coverage: reliably present during coverage hours and proactive about coordinating breaks and handoffs
• Clear written and in-person communication with hosts, Security, Facilities, and the Workplace Experience Lead, and knows when to elevate
• Takes ownership of the reception area and assigned spaces, follows checklists and procedures carefully, and notices small setup or maintenance
• Able to autonomously complete large portions of work scoped by others, and shows initiative in solving issues and recommending improvements
• Experience with visitor management or badging systems, basic scheduling software, and Microsoft Office or Google Workspace
• Open to feedback, asks thoughtful questions, is eager to grow within workplace experience, and raises concerns about safety and ethics when appropriate
• Able to meet the physical requirements described above, including repeatedly lifting 25 pounds and being on your feet at least 3 hours a day

Preferred qualifications

• Experience at the front desk of a corporate office, hotel, executive briefing center, or event venue
• Experience working with security or visitor management teams on check-in and badging procedures
• Relevant certifications or coursework in hospitality, customer service, or related fields
• Experience in technology companies or fast-paced environments
• Basic knowledge of wellness programs or employee amenities
• Interest in learning about art, culture, and storytelling in workplace
• The front desk is the first impression our client makes on every guest who visits our headquarters. In this role you will set the tone for each visit and be part of the hospitality team behind the EBC and our amenity spaces.
• Our Leadership Support team plays a crucial role in creating conditions where breakthrough AI safety research can flourish.
• You’ll work in a culture that values impact over sophistication, where everyone contributes regardless of role, and where the mission is the final arbiter in our decisions.